Professional Documents
Culture Documents
121 How To Build A TM Club
121 How To Build A TM Club
TOASTMASTERS CLUB
A Step-by-step Guide
WHERE LEADERS
ARE MADE
HOW TO BUILD A
TOASTMASTERS CLUB
A Step-by-step Guide
TOASTMASTERS INTERNATIONAL
P.O. Box 9052 • Mission Viejo, CA 92690 • USA
Phone: 949-858-8255 • Fax: 949-858-1207
www.toastmasters.org/buildaclub
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
First Steps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Splitting a Club. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Alternative Demonstrations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Follow Up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Charter Presentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Appendix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
INTRODUCTION
You’ve made the decision to organize a new Toastmasters club. Now what? This guide gives you the
information and resources you need to move forward.
Did you know that more than 1,000 new Toastmasters clubs are started each year? Your efforts contribute to
helping hundreds of thousands of people around the world become more successful communicators and leaders!
FIRST STEPS
Toastmasters clubs are formed every day in a variety of settings. They meet at corporations, churches,
community centers—even in restaurants.
Clubs identify themselves in many ways. Generally speaking, clubs identified as community clubs are
open to anyone. However, a community club may opt to include only members who meet certain criteria; in
such cases, the community club is considered “closed.” For example, advanced clubs require that members
are all Advanced Toastmasters.
Corporate clubs draw membership from employees of an organization. When company-based clubs
choose to accept only employees of that organization as members, the club is considered “closed.” However,
corporate clubs may decide to include members who are not employees; in this case the clubs are identified
as “open.”
In either type of club, membership cannot be denied because of age (except to persons under 18), race,
creed, gender, national or ethnic origin, sexual orientation, or physical or mental d
isability. As long as the
individual is able to participate in the program they may not be denied.
New clubs must be chartered with a minimum of 20 members. Only three of the first 20 individuals may
be members of another club, and are referred to as dual members. The remaining 17 may be new, reinstated
or transfer members. Once you’ve decided on the type of club you want to form, seek help from other
people. Local Toastmasters representatives are often willing to help, or you may contact the New Clubs team
at Toastmasters International World Headquarters. They can work with you to assemble a team to help and
support the club for up to one year.
Each new club may have up to two sponsors appointed by the district governor. Sponsors support new
clubs in the following ways:
Market the new club idea to prospective members
Help with meetings
Assist with forms
Plan the charter presentation
Each new club may have up to two club mentors appointed by the district governor. Club mentors
rovide guidance during the first six months to one year of its existence. They are experienced Toastmasters
p
who may decide to join the new club.
SPLITTING A CLUB
Toastmasters International recommends that a club have 20 to 30 members. Clubs with more than 40
members may benefit from splitting into two clubs.
When you submit the charter paperwork and payment for a club forming from an existing club, include
a letter stating that the club is splitting. New member kits are not sent to these clubs unless requested.
Transferring members do not pay membership dues or new-member fees as long as their dues are current in
the club from which they are transferring.
Each club must have a minimum of 20 members after splitting. All members of the new club may
be transfer members. Before a club may split, members of the existing club must agree to it. Be sure that
experienced, active members are evenly divided into both clubs.
DATE: ____________________________________
OBJECTIVES:
Demonstrate the components of a typical Toastmasters meeting.
Illustrate the benefits and value of Toastmasters.
Discuss the charter process.
Assign second-meeting responsibilities and review specific responsibilities with each assignee.
TOPICS TO COVER:
Charter process
Explanation of key meeting roles
See A Toastmaster Wears Many Hats (Item 1167D), Competent Communication (Item 225), Competent
Leadership (Item 265), or www.toastmasters.org/meetingroles.
MEETING AGENDA:
Welcome
Introduction and Explanation of Key Meeting Roles
Toastmaster:
Timer:
Ah-Counter and grammarian:
General evaluator:
Evaluator:
Topicsmaster:
Table Topics™ Session
Introduction of Speaker
Speaker:
Evaluator:
General Evaluation
Discussion of Charter Process
Explain Toastmasters International’s dues structure, and determine club dues.
FOLLOW UP
Often, prospective clubs meet several times before they are able to complete the charter requirements.
Your goal is to keep everyone enthusiastic and charter the new club as quickly as possible.
To maintain momentum, remember the following:
Send a thank you note and meeting reminder notice to all attendees.
Follow up with a phone call or email several days before the next meeting.
Communicate with temporary officers and scheduled meeting participants to confirm duties for the
next meeting.
CHARTER PRESENTATION
The presentation of the charter marks the debut of the new Toastmasters club! It also offers an excellent
opportunity to recognize those who helped form the club and to generate publicity.
The club is officially chartered when World Headquarters has received and processed all documents and
payments. Once processed, the club president will be sent a welcome letter and each member will receive
a welcome email. For the district governor — or club president if the club does not belong to a district —
to receive the club charter and charter member certificates, allow two to six weeks for clubs within the
U.S. or Canada and four to eight weeks for all other clubs. Consider this as you select a date for the charter
presentation.
Be sure to extend invitations to the following people:
Members of the sponsoring club
Friends and family of the new members
Members of nearby Toastmasters clubs
Local community and business leaders
The district governor and other district leaders
A brief Toastmasters meeting takes place at the charter presentation. Toward the end of the program,
introduce the district leader, who delivers a brief speech explaining the purpose of the Toastmasters program.
Then formally present the charter. To conclude the meeting, you may read the letter sent to the club from
World Headquarters, welcoming its members to Toastmasters.
All club members contribute to the atmosphere of the club. It is important to foster a positive, pleasant
environment. This way, existing members enjoy their experiences, and potential members are encouraged
to join:
Clubs use materials consistent with the Toastmasters brand to present a unified look and message.
The sergeant at arms sets up the room in advance.
The club finds a meeting location that is pleasant and comfortable.
Members greet guests warmly, and introduce them to others.
Members ask guests to fill out a guest information form or sign a guest book.
During the meeting, members introduce and welcome guests.
Members enthusiastically participate and fill in for those who are unable to attend.
Use the Moments of Truth Club Evaluation Chart (Item 290B) periodically to make sure your club is s taying
on track. Success 101 (Item 1622) is an excellent resource with tips and ideas for making your club and its
members successful.
The official charter date is when all charter forms and payments are received by Toastmasters International
World Headquarters. Downloadable forms are found at www.toastmasters.org/newclubforms.
Complete and submit the following forms and payment:
Form 1 Application to Organize a Toastmasters Club
Form 2 Charter Payments:
$125: charter fee with the Application to Organize (if not previously sent)
$20: new-member fee per person
$36 six months’ membership dues per person ($27 for undistricted clubs)
Form 3 Charter Membership Application (one required per member)
Applications must be signed by both the applicant and club officer.
Form 4 Charter Club Officer Information
Form 5 Club Information
Form 6 Club Constitution for Clubs of Toastmasters International and Addendum of Standard
Club Options
Clubs chartering in September or March (the last months of the dues renewals periods) may wish to submit
membership dues amounting to $42 per person. The extra $6 per person will be used to pay the prorated
renewal dues. By doing this, your club will not have to collect dues from each member twice in two months.
For clubs not assigned to districts, the amount would be $31.50. The extra $4.50 per person will be used to
pay the prorated renewal dues.
Please note: All payments must be in U.S. dollars
1
Application to Organize a Toastmasters Club
Send completed forms and payment to:
23182 Arroyo Vista • Rancho Santa Margarita, CA 92688 USA
PO Box 9052 • Mission Viejo, CA 92690 USA • Phone: 949-858-8255 • Fax: 949-858-1207
The undersigned applicant club hereby applies for membership in Toastmasters International in accordance with Article
III, Section 3, of the Articles of Incorporation and Bylaws of Toastmasters International and requests permission to organize a
Toastmasters club in: City ______________________________________________ State/Province ______________________
Country ____________________________ Date _________________ .
It is understood that such permission when granted will give this group the right to use the name, p rocedures and materials
of Toastmasters International as a provisional club for twelve (12) months from the date received by World Headquarters.
It is agreed that the right to use the Toastmasters emblem, the name Toastmaster or Toastmasters International shall be
conditioned upon permission for such use being granted by Toastmasters International; such use shall be discontinued if Charter
is not granted, or if applicant club shall be required to do so at any time in the future for cause by Toastmasters International.
Toastmasters clubs agree they must not use the trademarks and copyrighted materials of other entities in any way without express
written permission from the owner. This includes, but is not limited to, use in the club’s name, club’s domain name or other
materials or publications.
In order to qualify for a charter, a club must have a minimum of 20 members, 17 of whom cannot belong to another
Toastmasters club.*
All Toastmasters clubs must meet the following minimum requirements: meet at least twelve (12) times per year; have
members give oral speeches and give and receive oral evaluations; and give members the opportunity to d evelop and practice
leadership skills.
Membership in a Toastmasters club is by invitation only, and is subject to a vote by the members of the club. No person shall
be excluded from membership in a Toastmasters club, and no member shall be deliberately discriminated against, in the conduct
of official Toastmasters programs, because of age (except those p ersons under 18 years of age), race, color, creed, gender, national
or ethnic origin, sexual orientation, or physical or mental d
isability, so long as the individual, through his or her own efforts, is able
to participate in the program.
If granted, the Charter and membership may be revoked by Toastmasters International for cause including, but not restricted to:
conduct unbecoming a Toastmasters club; failure to remain in good standing with Toastmasters International; or abandonment of
the Charter and membership by applicant club.
As club correspondent and on behalf of the applicant club, I agree to the terms and conditions listed above.
Signed, ____________________________________
____________
________________________ Date _________________________ .
Please type or print the following information:
Correspondent or President’s Name__________________________________________________________________________________
Address 1_______________________________________________________________________________________________
Address 2_______________________________________________________________________________________________
Phone_________________________________________________________________________________________________
Email address____________________________________________________________________________________________
*Except in the case of advanced clubs where dual membership is a prerequisite.
Mail Check / Postal Money Order (U.S. funds drawn on a U.S. bank, payable to Toastmasters International)
Number _______________ Amount $ _______________
Mail or Fax Credit Card Visa MasterCard American Express Discover
Card number __________________________________________________________________ Expiration date __________________
Name as it appears on Credit Card __________________________________________________________________________________
Signature________________________________________________________________________________________________________
MEMBERSHIP CATEGORY LANGUAGE FOR OFFICER MANUALS LANGUAGE FOR NEW MEMBER KITS QTY NEW MEMBER KITS
Community
English English ________________
Company
Arabic Arabic ________________
Government Agency
Simplified Chinese Simplified Chinese ________________
Correctional Institution
Traditional Chinese Traditional Chinese ________________
College
French French ________________
Church
German German ________________
Advanced Toastmasters
Japanese Japanese ________________
Other
Spanish Spanish ________________
Accessible PDF on CD for the Accessible PDF on CD for the ________________
visually impaired (English only) visually impaired (English only)
Twenty kits will be shipped if only submitting charter fee.
2
Charter Payments
In compliance with the provisions of the Bylaws of Toastmasters International, we the undersigned president and secretary
of the above-named club, hereby certify that on this date the membership of this club is shown below, and that there is due
Toastmasters International the amount shown in item 7 below.
Note: Minimum requirement for the issuance of a charter is 20 members (17 of whom cannot belong to another club, except in
the case of advanced clubs where dual membership is a prerequisite).
1. Charter fee of $125 (if not previously paid) _____________
2. Total number of new members 0.00
_________ @ $20 _____________
Total number of dual members _________ Total member kits 0.00
_________ @ $20 _____________
Total number of reinstated members _________ Total member kits 0.00
_________ @ $20 _____________
Total number of transfer members _________ Total member kits 0.00
_________ @ $20 _____________
(Transfer members must be active in an existing club in order to be considered a transfer member.)
3. Total dollar amount for lines 1-2 $0.00
_____________
4. California clubs add 8% sales tax: Line 3 x .08 _____________
5. Total number of members paid _________ if districted @ $36 _____________
Membership dues for charter members are not prorated. if undistricted @ $27 _____________
Do not include payment for transfer members paid in another club.
6. Renewals (optional) _____________
Pursuant to the Bylaws of Toastmasters International, although you are submitting 6 months of dues at time of charter, Toastmasters clubs are required to remit
membership payments semiannually in April and October. Clubs chartering in September or March may wish to submit their renewal dues now to avoid having to
collect dues from each members twice in two months. If your club charters in the months of October through March, your next dues renewal is April 1st. If your club
charters in the months of April through September, your next dues renewal is due October 1st. Based on the month your club charters the amount of dues renewal
varies. Please see the Charter Member Application for the correct amount.
$0.00
7. Total amount enclosed: Add lines 3, 4, 5 and 6 _____________
If you have received the charter kit and require new member kits for additional members, over the 20 you were already provided, these will be shipped at time of charter.
Method of Payment
Club charter fees and membership dues and fees may not be paid from district funds, or a district leader's personal funds, except
when that district leader is also a president, vice-president, or treasurer of the club. Club charter fees may be paid by another club,
however membership dues and fees may not.
Check / Postal Money Order (U.S. Funds drawn on a U.S. bank, payable to Toastmasters International)
Number _______________ Amount $ _________________
Credit Card Visa MasterCard American Express Discover
Card number ________________________________________________________________ Expiration date _____________________
Name as it appears on Credit Card __________________________________________________________________________________
PLEASE PRINT
Signature _______________________________________________________________________________________________________
3
Charter Member Application
Club number (if known): _____________________ District number: _____________
Transfer from club number/name _________ /___________________________ Member number (if known) _________
_____________________________________________________________________________________________________________________ Female
Last Name / Surname First Name Middle Name Male
The Toastmaster magazine will be sent to the following address:
_____________________________________________________________________________________________________________________________________________________
Company / In Care Of
_____________________________________________________________________________________________________________________________________________________
Address 1 (Limit 35 characters)
_____________________________________________________________________________________________________________________________________________________
Address 2 (Limit 35 characters)
_____________________________________________________________________________________________________________________________________________________
City State or Province Country Postal Code
_____________________________________________________________________________________________________________________________________________________
Home Phone Mobile Phone Work Phone
I confirm that a completed new member application for this member is on file with the club and will be retained by the club. The application
contains both the signature of the new member and the signature of a club officer. Questions should be directed to the New Clubs department:
newclubs@toastmasters.org.
By my signature below, I agree to the terms of A Toastmaster’s Promise, By my signature below, I certify that this individual has joined the
and the Member's Agreement and Release stated above, and certify that Toastmasters club identified. As a club, we will ensure that this m ember
I am 18 years of age or older, in compliance with the Club Constitution receives proper orientation and mentoring.
for Clubs of Toastmasters International. I acknowledge that my electronic signature on this document is legally
I acknowledge that my electronic signature on this document is legally equivalent to my hand-written signature.
equivalent to my hand-written signature.
CLUB OFFICER – Please keep a copy for your club’s records. If mailing, send to:
New Clubs, Toastmasters International, P.O. Box 9052, Mission Viejo, CA 92690 USA.
If faxing, send to: 949-858-1207.
Note: Please submit information via one method only to avoid duplication.
4
Charter Club Officer Information
Annual Semiannual
NOTE: Club Constitution for Clubs of Toastmasters International and Addendum of Standard Club Options state club
officer terms must conform to the above schedule. Only those clubs that meet weekly may elect officers for semiannual
terms. Please provide email addresses for all officers, which is a requirement to conduct club business online.
Minimum Officer Requirements: Clubs must report at least a president, one vice president, and a secretary or
secretary/treasurer, and these offices must be held by three different individuals.
Name_______________________________________ Name_______________________________________
Email_______________________________________ Email_______________________________________
Name_______________________________________ Name_______________________________________
Email_______________________________________ Email_______________________________________
Secretary Treasurer
Name_______________________________________ Name_______________________________________
Email_______________________________________ Email_______________________________________
Sergeant at Arms
Name_______________________________________
Email_______________________________________
5
Club Information
Please type or print clearly exactly as you would like it to appear on your club charter certificate.
Club Name:__________________________________________________ 5
Club No. __________ District _____________
_
Contact Information:
Club Contact Phone Number:_______________________________________________________________________________
Club Contact Email:_______________________________________________________________________________________
Club Website:___________________________________________________________________________________________
Club Meeting Information: Weekly 1st & 3rd 2nd & 4th
Meeting Day________________________________________________________ Meeting Time: _______________________
Meeting Place:___________________________________________________________________________________________
Facility (if applicable):______________________________________________________________________________________
Address:________________________________________________________________________________________________
____________________________________________________________________________________________
_______________________
City: _____________________________________________________________ State/Province: _________________________
Country:_______________________________________________________________ Postal Code: ______________________
Please check the box that best describes your club: Is your club supported by a company/organization?
Community Yes No
Company
Government Agency If yes, please check all that apply:
Correctional Institution Organization pays dues and new member fees
College Organization pays dues only
Church Organization pays new member fees only
Advanced Toastmasters Organization pays club charter fee
Other Organization provides meeting location
Is your club:
Open to all interested persons Open only to members of a specific organization or group
Company/Organization Information:
This is the organization that may pay dues, charter fees, new member fees, and/or provide a meeting location. Please provide the
name of the parent company. Example: Company X. Do not enter affiliate name. Example: Company X of California.
Organization Name ________________________________________________Organization Contact ___________________________
Website __________________________________________________________Phone Number _______________________________
Address Line 1______________________________________________________________________________________________
Address Line 2______________________________________________________________________________________________
City_______________________________ State/Province _______________ Country_____________ ZIP/Postal Code _____________
Industry___________________________________________________________________________________________________
GROUP EXEMPTION AUTHORIZATION Return with Charter Application Forms (U.S. clubs only) to Toastmasters International
You are authorized to include this Toastmasters club:
__________________________________________________________________________________________________________________
in the application for group exemption filed with the Internal Revenue Service.
6
Club Constitution for
Clubs of Toastmasters International
The undersigned, being the validly elected and duly acting president and secretary of the ____________________________________________ Toastmasters club
this club adopted and agreed to be bound by the terms of this constitution, including the addendum of standard club options, effective upon the date that
Toastmasters International issues a charter to this club, by the vote of at least a majority of the active individual members of this club present and voting at a
duly called and noticed club business meeting at which a quorum was at all times present.
ARTICLE I: able to participate in the program. However, the addendum of standard club
options (hereafter referred to as the “Addendum”) under the constitution may
Purpose provide for other restrictions on the composition of the individual membership,
The mission of a Toastmasters club is to provide a mutually supportive and e.g., to the employees of a particular company or agency, residents of a specific
positive learning environment in which every individual member has the oppor- community, or people sharing a special interest.
tunity to develop oral communication and leadership skills, which in turn foster
self-confidence and personal growth. Admission to Membership
Section 2
In order to carry out this purpose, this club shall: This club is a private association, and membership herein shall be by invitation
Help its individual members improve their abilities to communicate only. Any individual member may sponsor an eligible prospective individual
effectively member, and invite him or her to join this club, so long as the person is not
Provide for its individual members’ instructions, educational materials and currently suspended or removed from good standing with Toastmasters
opportunities which will give them skill and experience in the preparation International under Article III, Section 8, of the Bylaws of Toastmasters
and delivery of speeches International. Application for individual membership shall be made on the form
Encourage its individual members to read and to listen analytically provided by Toastmasters International. Such application, accompanied by the
new member fee and applicable dues, shall be returned to the club secretary
Provide for its individual members’ fair and constructive evaluation of their
who shall read it to this club. The applicant shall be declared elected to individual
efforts toward self-improvement
membership upon the favorable vote of at least a majority of the active indi-
Increase its individual members’ knowledge of the rules of parliamentary
vidual members of this club present and voting at a business meeting of the club
procedure and their skills in conducting meetings and participating in
membership. The individual membership of this club may be divided into three
group discussions
classifications: active, inactive, and honorary.
Afford leadership training for its individual members
Provide opportunities and encouragement for its individual members to Member Responsibilities
appear before audiences and to express their thoughts creditably Section 3
All active individual members shall be entitled to all rights and privileges of this
club, and all individual members shall share in its responsibilities. These respon-
ARTICLE II: sibilities shall include support of its purposes and constructive contribution to its
Membership program and activities.
6
Addendum of Standard Club Options
5
Club Location ________________________________________________________________________________________________________ District Number ____________
This club shall, upon adoption of this constitution and thereafter as needed, complete this Addendum of Standard Club Options to
specify the detailed choices it has made to govern its operations. Any changes must be approved by a vote of at least a majority of the
active individual members of the club present and voting at a duly called and noticed club business meeting at which a quorum was
at all times present.
1. Name
The name and location of this club shall be as set forth above. Such name and location may be changed by a modification of this
Addendum as provided in Article X, Section 7 of the club’s constitution.
2. Membership Composition
Subject to the nondiscrimination requirements set forth in Section 1 of Article II of the Club Constitution, individual membership in this
club shall be restricted to ______________________________________________________________________.
(If no restrictions will be placed on membership in this club, write in “no restrictions” on line above.)
3. Membership Composition
0
Honorary individual memberships in this club shall be conferred for a term of ___________ year(s) and otherwise as provided in the
Club Constitution.
5. Club Dues
36
The dues of this club for active individual members shall be $_________ 6 month
per person per ________________________. Such dues shall
Mar 1st, Sep 1st
be payable in advance of or on ____________________________________________________.
(Club dues shall include the amount of the Toastmasters International membership payment.)
6. Reinstatement Fee
Reinstatement to individual membership of a former individual member shall require a payment of a reinstatement fee of
0
$___________.
(The reinstatement fee is optional and, if collected, is retained by the club. If the club does not charge a reinstatement fee, place a “0”
on the line above.)
7. Transfer Fee
0
The fee for an individual member of another Toastmasters International club who transfers into this club shall be $_________. Other
conditions of transfer into this club shall be as stated in the Club Constitution.
(The transfer fee is optional and, if collected, is retained by the club. If the club does not charge a transfer fee, place a “0” in the
space above.)
Signed: ____________________________________________________________________________________________
Club Secretary